AI Fluent - Executive Operations Coordinator- T

Remote | Part-Time (20 hours/week to start)
Internal Audit Collective

About the Organization

The Internal Audit Collective is a professional education and community platform serving internal auditors and SOX practitioners. The business delivers webinars, cohort-based courses, speaking engagements, and community-driven learning experiences.

As the organization continues to grow, this role is designed to act as a force multiplier for the Founder, ensuring execution is seamless, commitments are tracked, and nothing falls through the cracks.

Role Overview

This is not a traditional admin role. It is a Chief of Staff–style Executive Assistant position centered on ownership, follow-through, and operational excellence.

Your core mandate:
The Founder focuses on high-value work. You ensure everything that follows gets executed.

You will work directly from meeting transcripts, recordings, and Slack instructions to drive follow-ups, coordinate logistics, and maintain momentum across multiple initiatives.

This role requires strong judgment, exceptional written communication, and proactive execution with minimal oversight.

Key Responsibilities

1. Meeting Follow-Up & Execution

• Review meeting transcripts and recordings to extract and action all follow-ups

• Draft and send professional follow-up emails on behalf of the Founder

• Track action items, assign deadlines, and ensure completion across projects

• Surface decisions or blockers clearly and concisely

2. Speaking Engagement Coordination

• Own logistics and follow-ups for external speaking commitments

• Coordinate with event organizers including timelines, deliverables, and expectations

• Prepare briefing documents covering audience, format, logistics, and key context

• Manage post-event follow-up including thank-you notes, materials, and relationship tracking

3. Webinar & Event Management

• Coordinate scheduling with guest speakers

• Manage end-to-end webinar logistics including Zoom setup, registration, and reminders

• Prepare speakers and materials ahead of sessions

• Handle post-webinar workflows including recordings, attendee follow-up, and CPE documentation

4. Inbox & Calendar Management

• Monitor and triage inbox, draft responses, and prioritize effectively

• Manage calendar strategically including scheduling, confirmations, and focus time protection

• Conduct daily start-of-day and end-of-day sweeps across email and Slack

5. Lead Outreach & Pipeline Support

• Conduct outreach to inbound leads and book introductory meetings

• Manage LinkedIn follow-ups for engaged prospects

• Maintain a simple lead tracker including status, last touchpoint, and next action

• Draft outreach messages aligned with the Founder's voice

What We're Looking For

• 3+ years of experience as an Executive Assistant, Chief of Staff, or Operations partner to a founder or senior leader

• Exceptional written English with the ability to communicate externally on behalf of the Founder

• Highly organized and systems-driven with strong follow-through

• Comfortable working from transcripts, Loom videos, and asynchronous instructions

• Proactive mindset with the ability to anticipate next steps without being prompted

• Strong judgment and discretion in handling communications and priorities

• Experience supporting a content creator, educator, or professional services founder is a strong plus

• Exposure to internal audit, finance, or professional services is helpful but not required

Tools & Systems

• Communication: Slack, Gmail

• Scheduling: Calendly or similar

• Meeting transcripts: Fathom, Fireflies, Otter, or similar

• Webinars: Zoom

• Project management: Notion, Asana, or similar

Success in This Role Looks Like

• Every meeting results in clear, executed follow-ups

• No dropped tasks or missed deadlines

• The Founder's time is protected and focused on high-value work

• Communication is timely, polished, and proactive

• Operations feel organized, predictable, and fully under control